View Vacancy - Receptionist and Internal Communications Officer, Mexico City

The British Government is an inclusive and diversity-friendly employer.  We value difference, promote equality and challenge discrimination, enhancing our organisational capability. We welcome and encourage applications from people of all backgrounds. We do not discriminate on the basis of disability, race, colour, ethnicity, gender identity, religion, sexual orientation, age, veteran status or other category protected by law. We promote family-friendly flexible working opportunities, where operational and security needs allow.
Foreign, Commonwealth and Development Office (Operations and Corporate Services)
Corporate Services Support

Main purpose of job:


 


To provide customer service for external visitors and internal staff through operational support at the front desk and providing clear, updated communication to all staff about what is going on in the Embassy network.


 


-          Responsible for handling the access of visitors, as well as the Embassy Switchboard, answering telephone enquiries and carrying out administrative duties as part of the Corporate Services Team and in support of the wider Embassy;


-          Responsible for supporting the Deputy Ambassador and Head/Deputy of Corporate Services in updating staff on events and activity through good internal communications: emails, newsletters, noticeboards, information screens. 


Roles and responsibilities:


 



Receptionist:  






  • First interface with Embassy customers and stakeholders, including for VIP visitors for HMA. Receive all local and FCO/PAG visitors at the main Reception, understand their needs and facilitate/direct their access on behalf of the whole Embassy team, helping to maintain a favourable impression of the Embassy and HMG;

  • Manage the telephone Switchboard, handling incoming calls, ensuring correct Day/Night mode and relevant recorded messages, e.g. in a crisis.   Update Embassy public e-media (e.g. webpage) and telephone directories, as required;

  • Lead on booking of internal meeting rooms, co-ordinating Section Editors and trouble-shooting as necessary. Liaise with Estates Officers / Handymen / ITSO to co-ordinate requirements and arrangements for conference rooms and events.



 




Internal Communications Officer:




  • Lead on regular Newsletters and Embassy Forward Look;

  • Lead on communications to all staff through emails, noticeboards and digital screens in a clear and constructive manner, prioritising where required, taking account of feedback and contributing own ideas on layout and content;

  • Understand views and preferences of staff, ensuring regular update of announcements and booking information on screens across the Embassy;

  • Responsible for announcements across the public address system;

  • Responsible for distributing incoming mail and for researching and responding to general verbal and written inquiries from members of the public, as necessary.



 




Corporate Services Support:




  • Register and pass cheques to suppliers;

  • Register incoming invoices and upload to SharePoint;

  • Prism user (P2P): requisitions, invoices, payments, as required;

  • Update key Corporate Services documents in the Shared area, in line with local and FCO policies/procedures and legal requirements, e.g. GDPR;

  • Back-up Stationery Officer for the HR Assistant;

  • Event planning for CST and other Embassy sections, as required;

  • Proactively contribute to the work of CST, providing cover/back-up on CST-related work and taking on other duties as may be required by CSM, HCS and DHM.



Essential on arrival:


 


-          University level education/degree or ongoing studies;


-          1-3 years experience working for a medium to large organisation in customer services / administration;


-          Strong interpersonal skills, with an excellent command of written and spoken English and Spanish;


-          Strong organisational, customer service, team-working and IT skills (Microsoft Outlook, Excel, Word, and Power Point). Successful candidate will be punctual, presentable and able to work under pressure as part of a large, dynamic, results-orientated Embassy.


 


Desirable:

Previous experience in working for a diplomatic mission is an advantage.


9 December 2018
Administrative Officer (AO)
Full-time, Permanent
38
Latin America and Spanish speaking Caribbean
Mexico
Mexico City
British Embassy Office
1
MXN $19,320.00
21 January 2019

All staff at the British Embassy and its Consulates in Mexico are expected to work towards the UK mission statement of Building a UK/Mexico partnership, which makes the world and us more prosperous and secure, and to embody the Embassy’s agreed values of Honesty, Respect, Inclusion And Professionalism.


Please be aware that you will only be able to apply to vacancies for Country Based Staff roles with the British Government through this official tal.net site (operated by Oleeo). Jobs may be advertised on third party websites, however our adverts will always link back to the official tal.net site. If you complete and send an application through any other site, we will not receive it.

This opportunity is closed to applications.